Project Coordinator

Full-Time Project Coordinator Location: Waldwick, NJ (Hybrid, 2-3 days in office) Reports to: Project Manager Salary Range: $55,000–$60,000 with flexibility for those with more experience. At Kallman Worldwide, Inc , we connect U.S. businesses with global opportunities through our industry-leading U.S. Pavilions at international trade shows. Our Project Coordinators are key players, partnering with Project Managers to drive flawless execution across the full show lifecycle, from pre-show planning and documentation through onsite operations and post-show wrap-up. This role is a strong fit for someone who thrives in a dynamic, team-oriented environment, is skilled at managing complex details across multiple workstreams, and takes ownership of delivering results for customers, partners, and internal teams. What You'll Do Support Project Managers in planning and executing all phases of tradeshows and special events. Prepare and maintain project documentation, including timelines, lists, and service orders. Coordinate with internal teams to keep information aligned, schedules organized, and projects progressing smoothly. Communicate with exhibitors to collect required information, answer questions, and ensure accurate capture of needs. Track deliverables, follow up on outstanding items, and update CRM and project management systems. Assist with vendor coordination (venue, catering, transportation, photographers, service providers, and other partners). Create and manage event communications such as schedules, invitations, and guest outreach, including RSVP/attendee lists and onsite contact lists. Support marketing-related project needs, ensuring materials are produced, ordered, and delivered on time. Lead team meeting logistics – set agendas, document decisions, and drive action items through to completion. Contribute to onsite operations, including registration, exhibitor check-ins, real-time problem-solving, and event execution. What We're Looking For Bachelor's degree in Business, Communications, Events, International Studies, or a related field or equivalent professional experience. 1–3 years of experience in project coordination, events, operations, or a related role. Strong organizational skills and the ability to manage many moving pieces at once. Clear, professional communication skills, both written and verbal. Skilled at working across cross-functional teams, vendors, and international partners. Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat; experience with project management or CRM systems is a plus. Ability to travel internationally for select trade shows. A results-oriented mindset and the drive to learn the full lifecycle of international events. Ability to work independently, take initiative, and follow through on deadlines without constant supervision. Ability to manage competing priorities – recurring responsibilities and one-off projects in a deadline-driven environment. Professional presence and judgment when interacting with clients. What We Offer Competitive compensation and annual bonus opportunities. Health, dental, and vision benefits; 401(k) with company match. PTO, paid holidays, and winter break. A high-performing team that values professionalism, initiative, and shared success. The chance to support U.S. companies on the global stage. About Kallman Worldwide, Inc. Kallman Worldwide, Inc. is a leader in organizing U.S. Pavilions at international trade shows, supporting American companies in aerospace, defense, energy, healthcare, and beyond. With decades of expertise and a commitment to customer service, we deliver world-class solutions that help our exhibitors and clients succeed on the global stage. Kallman Worldwide is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. #J-18808-Ljbffr Kallman Worldwide, Inc.